IBM Notes Social Edition 9.

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Cheat Sheet v1.0 Created by Paul Withers
Updated Dec 2012

Navigating Notes
Use the Open menu to open any application. Start typing into the box to filter the list. Right-click to dock the open list.

Home Page A customisable landing page with configurable layout. You can not only add email and calendaring, but
one or more applications, web pages, file system folders and more
Workspace The familiar Notes workspace of tabs of chicklets for all your applications
Discover Have a question on how to do something? The new Discover page may help. There’s a What’s New
tab with information and videos; a specific tab for new users; hints and tips if you use Mail and
calendaring; and quick links to frequent actions, recent applications, other resources and tip of the day.
Ctrl + Shift + T Show all tabs as thumbnails
Alt + Left Back (like in a browser). This does not work in all contexts.
Alt + Right Forward (like in a browser). This does not work in all contexts.
Ctrl + Break Cancel the current operation. NB Some code may already have run, affecting documents and data.

Search Your Way Widgets and LiveText

The Banner Search Bar has preconfigured searches, but
maybe you regularly search one of your applications.
IBM Notes lets you configure the search. Open a view in
an application and Notes adds the application as a
search context. It has an “Always Show in Search List…”
option to pin that context to the search bar.
Now you can search an application from wherever you
are in Notes.
Widgets and LiveText add power to the IBM Notes Client.
Widgets allow quick access to application or website data
from the sidebar.
LiveText recognises searches for recognisable content in
documents, adding a dotted underline to allow you to right-
click and perform actions.
For information on both, see the Help documentation.
 Navigating Categories Navigating Views
+ Expand all categories Home Jump to first row
Numpad Add Expand current category End Jump to last row
_ Collapse all categories F4 Next unread document
- / Numpad minus Collapse current category Shift + F4 Previous unread document
Numpad * Expand current category and descendants F3 Next selected document
Shift + F3 Previous unread document

Switching Views Customising Views

Are you having trouble finding a document in another view?
Highlight the document in one view, hold down Ctrl and
open the second view.
If the document is in the second view, it will be highlighted
again. If necessary, press F5 or F9 to refresh the view
Do you regularly find yourself scrolling across a view to
see contents of a column that’s not immediately visible?
Some views may be configurable, allowing you to drag and
drop to reorder columns. If this functionality will really help
you, speak to your developer, because it’s not enabled
automatically.
 Searching a View – IBM Notes Unleashed
View searches offer real power to IBM Notes applications. If the database has a Full Text Index the search will look for the
search criteria in any field in any document in the view. If attachments are indexed as well, the search will look for the
search criteria in any attachment as well.

Searches can be made more specific by setting conditions based on dates, authors, field values or by filling out an
example form. The example form means you do not need to know field names, but the application developer should be
able to confirm key searchable fields.

If you have enough access, you will be able to save searches for future re-use.

Out-of-the-box the maximum results are 5000 documents, but that number may be refined, either by the Domino
Administrator or by clicking on Max results….

Results are sorted by default on relevance. The darker the bar, the better the relevance. From the drop-down, that search
results order can be changed.

Need Help with Searching?

Simple Searching
If it has not been specifically requested, a Full Text Index may not
have been created, so you may see the message above.
If you need help building a search, go to Help >
Search and search for the page titled How can I
refine a search query using operators.
This gives all the information required to
maximise searches, whether using web query
syntax or Notes query syntax.

You can still search, but won’t have the advanced searching
capabilities such as specific fields and searching attachments.
If you have access, you will be able to create an index by expanding
More….
To set the syntax option, go to File >
Preferences, go to the Basic Notes Client
Configuration tab, and in the Additional Options
box locate Use Notes (not Web) query syntax
in the view search bar.

If not, speak to your Domino Administrator to request a Full Text By default, web query syntax rules are used for
Index. If the database has attachments and you need to search the simple searching
content of them, specifically request to Index attached files.

Exporting Made Easy – Edit > Copy As > Table

Want to export your search results? From any view you can copy selected view contents as a table to paste into an email,
Microsoft Word or Excel or other program. Just select one or more documents, and go to Edit > Copy As > Table. Then
paste as you would normally.
 Navigating Documents Not Just Notes...
From a view Want to share a document with a colleague? Select
Enter / Double Click Open document Edit > Copy As > Document Link and paste into
Ctrl + E Open document in edit mode an email.

When a document is open in read mode NB The recipient will get an error if they do not have
Enter Next document access to the document.
Backspace Previous document
Double click / Ctrl + E Edit document You can also drag and drop a document from a view
Esc / Double Right-Click Close document to the desktop or a folder. It will create a shortcut to
(Double right-click is enabled in File > Preferences > Basic the relevant document. But make sure the document
Notes Client Configuration > Additional options) doesn’t get deleted or archived, or the link will fail.

Rich Text
Some fields allow you to format the content and insert tables, hyperlinks, attachments and pictures. These are known as
Rich Text fields. When you are in these fields the toolbar buttons below will be activated.

Fonts and sizes can be changed. F2 will increase the font size, Shift + F2 will decrease it. The usual shortcut keys for
copying, pasting, cutting text can be used. In addition Ctrl + Shift + V pastes as plain text and Ctrl + Alt + V performs paste
special. Bullets and numbering can be applied. Three different coloured highlighters are also available. Ctrl + K or Alt +
Enter will bring up the Text Properties box, to quickly set all font settings. Use the Create menu to add tables, sections,
hyperlinks, horizontal rules, page breaks or pictures.

If you want to set up a personalised font style, you can do this with the permanent pen. Style your text, then highlight it and
choose Text > Permanent Pen > Set as Permanent Pen. Now, whenever you want to use that styling in a Rich Text field,
just click the Permanent Pen button or choose Text > Permanent Pen > Use Permanent Pen.

Rich Text fields are a great place to use menu shortcuts. As in other programs Alt will underline the relevant shortcut key.

Free IBM Applications Beyond Basic Tabs

With Notes, IBM package personal address book, personal
journal, document library, discussion and teamroom
database. The last three can be used on mobile devices.
By default applications and each document opens in a new
tab. Sometimes that is not what you want.
You can right-click any application, view or document and
choose Open in New Window to ‘detach’ it. You can then
drag it to a second screen or rearrange multiple panes. Or
the Windows and Themes tab in Preferences lets you
change the default behaviour.

Remember that tabs can be reordered by dragging and

dropping. And the keyboard shortcut Ctrl + F8 brings up a
popup menu to allow you switch to another tab.

Useful Resources and Acknowledgments

Notes Tips podcast – mail, applications and more
Experience Lotus Notes
Learn IBM Collaboration Solutions videos
Learning widget for Lotus Notes (mainly email-related)
for-ibm-lotus-notes
http://www-10.lotus.com/ldd/notestipsblog.nsf
http//learn.lotus.com/notes/
http://www-10.lotus.com/mmup/index.html
http://www-10.lotus.com/ldd/dominowiki.nsf/dx/learning-plug-in-

Thanks to Tim Malone, Duncan Cooper, Dave Leedy, Joyce Davis, Mat Newman & Amanda Bauman